50+ Sample Declaration Forms

What Is a Declaration Form? 

A declaration form is a formal document that contains important information that is to be used by authorities. The form can be used or applied in a number of areas and industries such as public health and education.  

According to USA Today, it is still best to declare all items you purchased abroad if you are returning to the United States from overseas travel. Whether it be personal gifts or wholesale items to be sold in the US, when in doubt, it is better to declare it at Customs to avoid any inconvenience. 

Types of Declaration Form

As mentioned previously, a declaration form can be applied in a number of different scenarios. It can serve several specific objectives. The following examples below describe just some of the most common types of declaration forms.

Health Declaration Form. A health declaration form is one of the most widely-used types of declaration form. Especially at the height of the COVID-19 pandemic, establishments had to require the general public to declare their health status. This was done in the interest of public health because anyone exhibiting flu-like symptoms could transmit the virus to other people. Whether it was at a medical clinic, a hotel or a restaurant, individuals and groups had to submit to a health screening as long as they were entering a public place. A list of predetermined symptoms were typically listed in a COVID-19 health declaration form. People simply had to tick checkboxes or occasionally declare their exposure or travel history. Customs Declaration Form. This type of declaration form is common and universal to the transportation, travel, and tourism industry. Most people will be asked to fill out a customs declaration form when they are traveling and going through airports, seaports, and other travel hubs. The document is important because it is used as a form of control and monitoring by authorities. And of course, the safety and security of the general public is the primary reason why customs declaration forms are mandatorily issued. Items that are brought into a country need to be screened for safety. Customs authorities and officials require travelers (usually international travelers) to declare the goods they are transporting or bringing in. Usually passengers are informed ahead about the different kinds of dangerous goods and prohibited exotic items. Tax Declaration Form. A tax declaration form is also a very common type of declaration form. All countries and states impose taxes on their citizens. And if you are a law abiding citizen, income statements and tax declarations are just part of standard protocol. You need to declare your tax status truthfully and accurately so the proper authorities can determine how much taxes are paid or owed. Individuals and companies normally file their taxes at a certain time of the year. This is done on an annual basis but it may vary depending on your country or state’s tax laws and requirements. Lastly, employees are also given a tax identification number or tax file number for a uniformed system and process. Medical Declaration Form. A medical declaration form is a formal document that essentially covers or states an individual’s medical or health status. It is typically used by patients to disclose their medical history. Doctors and health providers may also instruct patients to fill out a declaration form for a host of reasons. If you are a patient, you need to be able to supply accurate and honest information disclosing the true state of your medical condition. A medical declaration form is usually prepared by the healthcare provider and has a specific format. It may also contain specific sections and subsections, depending on how detailed the declaration form is. Whether it is part of a pre-employment list of requirements or a prerequisite for travel, a medical declaration form should be taken seriously and should be filled up accurately and truthfully as much as possible.

Characteristics of a Declaration Form

A declaration form is not as long as other formal documents; but it does need to conform to a certain standard. The following are some main characteristics that ought to define a good and effective declaration form.

It should be truthful. If you are filling out a declaration form, the minimum requirement you need to meet is that it is true. The information you provide must reflect the truth. Whether it is a customs declaration form or a health declaration form, make sure what you declare is honest and correct. Withholding important information or worse, fabricating or manufacturing false information could pose potentially serious consequences. For example, doctors need to know your entire medical history for them to prescribe the appropriate treatment. Airport and immigration authorities need to know what type of goods you are bringing into the country, whether or not it passes legal and safety standards. And if you are experiencing COVID-19 symptoms but fail to declare it on your health declaration form, you are essentially risking the health of everyone you come in contact with. It should be accurate. Data you input on a declaration form should not only be true, it must also be accurate. Make sure that the information is correct and precise. However, this is not always 100% guaranteed. Of course, there must always be room for human error. Sometimes patients or people are really unable to recall certain information. If this is the case, just fill in the declaration form to the best of your ability and memory. But keep it as accurate and precise as much as possible. For example, if you are made to answer a customs declaration form, you need to be accurate and transparent about the goods you are transporting including its characteristics such as quantity, origin, etc.It should be specific. Another important attribute of a good declaration form is that it is specific. Most declaration forms have a predetermined set of items or questions. Thus, if you are tasked to craft a declaration form, you need to prepare not just an organized format but you also need to lay down specific terms or instructions. Make sure that these aren’t overly complicated that the reader is unable to comprehend the form. Make it detailed but also reader-friendly. For instance, if you are creating a health declaration form, use specific terminology and arrange the terms and conditions in a logical order. You can number the items or terms accordingly so it does not overwhelm the reader.

How to Create a Declaration Form

To create a declaration form, the easiest and most convenient way to do so is to start with a template. Of course, you can create your own form from scratch but with a ready-made template, you can save a lot more time. Browse the collection of templates above and follow the tutorial guide below to get started. 

Step 1: Establish a Format

The first step is to decide on a format. A formal declaration form can come in all shapes and sizes, depending on individual objectives and requirements. The layout should not be taken for granted. Having a clear and straightforward format can make it easier for people to fill out the form and can minimize inconvenience. Having clearly divided sections and subsections also makes for a more organized and neat declaration form. Feel free to browse the wide selection of editable declaration form templates above. You can use any of them as a reference guide or blueprint to ensure you have an established format.   

Step 2: Add a Title

After deciding on a format, the next step is to give the declaration form a title. There are standard names for most declaration forms, but a general or specific title would work either way. Just make sure that the reader knows what it is immediately after receiving it. You can also include a logo like a federal seal or an organizational log  to make it more authentic or legitimate. In addition to the title, include a brief description or instruction detailing and explaining the purpose of the declaration form.  

Step 3: Enumerate the Items or Terms 

After covering the basic information and instructions, you can then proceed to enumerating the different items, terms or conditions, depending on the objective or type of declaration form you are making. A customs declaration form, for instance, usually comes with several terms that also serve as reminders for passengers and travelers. In other cases, conditions are listed down as a type of disclaimer. In most standard declaration forms, terms and conditions follow the question items. You can maintain a factual tone when stating the terms and conditions. This lends an informative and accurate quality to it.     

Step 4: Confirmation and Signature 

The last step in creating a declaration form is the confirmation statement and the signature line. Depending on the objective of your declaration form, this section may slightly vary. But the main point of having a formal declaration at the end of the form is simply to reaffirm that all the information that was provided in the form is true and correct. And aside from the declaration statement, make sure to leave ample space for the person’s name and signature. You can also include the date next to the signature line.   


How do you write a declaration form?

To write a declaration form, give it a title, add instructions, a list of questions or items or terms, and a confirmation statement with a signature line at the bottom of the form.

What is an example of a declaration?

Examples of declaration forms include tax declarations, customs declarations and health declarations.

What is the purpose of a declaration?

The purpose of a declaration is to be forthcoming and transparent with important information, especially in situations where public safety and security are concerned.

Creating a declaration form is much easier when you have a predesigned template to use as a reference. Browse the dozens of sample forms above, choose one that suits your needs and customize your own declaration form now!